Operations Coordinator

About This Role

An Operations Coordinator will step into a high-paced operational role, taking ownership of the daily job flow that keeps this property management business running. In this role, you will receive 20+ service requests daily, assess each one, match it to the right tradesperson from their network of cleaners, electricians, plumbers, painters, and builders, coordinate logistics, book appointments, and manage each job from intake to completion. This is not a light administrative role; you will be the operational backbone that allows three directors to focus on growth and client acquisition instead of firefighting daily tasks.

Responsibilities

• Receive and assess 20+ daily service requests across property maintenance, cleaning, compliance, and repairs
• Match each job to the appropriate contractor based on job type, location, availability, and internal protocols
• Coordinate logistics and scheduling for tradespeople including cleaners, electricians, plumbers, painters, and builders
• Manage the full lifecycle of each job from booking through to completion and follow-up
• Communicate directly with contractors to confirm availability, provide job details, and ensure timely service delivery
• Maintain organized records of jobs, contractors, schedules, and client interactions
• Proactively troubleshoot scheduling conflicts, last-minute changes, and operational challenges
• Support directors by reducing their involvement in day-to-day job coordination
• Handle client communication as needed to provide updates and manage expectations
• Adapt work hours on Fridays to align with seasonal sunset times and client observances

Requirements

• Proven experience as an Executive Assistant or similar high-level support role managing multiple priorities
• Strong problem-solving skills and ability to take initiative without constant direction
• Exceptional attention to detail and organizational skills
• Ability to thrive in a fast-paced, high-volume environment with changing demands
• Excellent communication skills for coordinating with contractors, clients, and internal team
• Experience managing schedules, logistics, or operations with multiple moving parts
• Comfortable making independent decisions and taking ownership of outcomes
• Reliable and proactive work style with minimal need for micromanagement

Nice to have:

• Experience in property management, facilities coordination, or trades scheduling
• Experience in a B2B service environment coordinating vendors or contractors
• Familiarity with compliance requirements such as gas certificates or electrical certifications

Benefits